Gravel tour checklist: what to arrange and when

A gravel tour needs more than a route file and a start time. You need to secure the starting location, check whether the route requires permission, inspect hazards and give riders clear information before they arrive. On the day itself, signage, checkpoints, registration, bike support and refreshments all have to be ready before the first group rolls out. This checklist keeps those jobs in order, including the small preparations that are easy to leave too late.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve starting location
Check route permit
Create the route digitally
2 people
Inspect the route on site
3 people
Mark hazards on the route
2 people
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Assign starter groups
2 people
Prepare route files
Prepare bike numbers
2 people
Sort route arrows
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the bike parking
2 people
Place route arrows
4 people
Set up checkpoints
4 people
Build the start and finish arch
3 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Build the catering buffet
3 people
Test sound and lighting
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out bike numbers
2 people
Give the safety briefing
2 people
Guide the start groups
3 people
Staff route checkpoint
4 people
Monitor traffic flow
2 people
Assist with mechanical breakdowns
2 people
Register participants at the finish line
2 people
Hand out finisher drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Process results
2 people
Present prizes
2 people
Receive the last participants
2 people

Aftercare

Remove route arrows
4 people
Take Down Checkpoints
4 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Bicycle racksqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Catering

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 8
Groceries

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 4
Basic bike toolsqty 4
Spare inner tubesqty 20

Sports equipment

Bike numbersqty 120
Start and finish arch
Route arrowsqty 80
Route tapeqty 6
Conesqty 20
First aid kitsqty 3
Reflective vestsqty 12
Walkie-talkiesqty 8

Decorations

Bib numbersqty 4
Flagsqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Tips

Inspect the full route on site before sending final participant information. Mark hazards, confirm access and allow time to replace route arrows if conditions change.
Send the route files and practical rider information before the event, then assign starter groups once registrations are processed. Include the meeting point, start times and what riders should do if they arrive late.
Prepare route arrows, tape, cones and bike numbers in separate, labelled bundles. Count them before loading so missing signage is discovered before you reach the start.
Set up registration, bicycle parking, the start and finish arch and checkpoints before participants arrive. Keep bike pumps, basic tools, spare inner tubes and first aid kits where volunteers can reach them quickly.
Chill drinks and fill water jugs before opening registration, rather than during the first departures. Test the speaker, microphone, lighting and every extension cord while the site is still quiet.

Frequently asked questions

How far in advance should I plan a gravel tour?: Start the route, date and location planning at least 8 to 12 weeks ahead. This leaves time to check permits, inspect the route, open registrations and prepare participant information.
When should I inspect a gravel tour route?: Inspect it on site at least 2 to 3 weeks before the ride, then check key sections again during the final week. Weather and road works can change hazards and access quickly.
How many checkpoint volunteers do I need for a gravel tour?: Plan at least 2 people per checkpoint if riders need directions, refreshments or assistance. Add extra volunteers at the start and finish so registration and late arrivals do not delay departures.
When should I put out gravel tour route arrows?: Place the arrows and other route markers on the morning of the event, early enough to finish before registration opens. Allow at least 2 to 3 hours, depending on route length and the number of junctions.

Start this plan in Lizzt

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